Privacy Policy

Who we are

Ledgent is a bookkeeping automation product operated by [LEGAL ENTITY NAME], a company registered in England and Wales under company number [COMPANY NUMBER], with its registered office at [REGISTERED ADDRESS]. In this policy, "we", "us" and "our" mean [LEGAL ENTITY NAME].

What data we collect

We collect the following categories of data:

• Account data — name, work email, practice name, and mobile number, provided when you sign up or request a trial.
• Financial document data — invoices, receipts, and bank statements you upload or connect, and the data extracted from them (amounts, dates, suppliers, VAT, line items).
• Accounting platform data — where you connect Xero or QuickBooks Online, the chart of accounts, contacts, tax rates, and existing bills needed to process and sync your documents (see our Integrations page for the full detail).
• Usage data — how you use Ledgent, including log-in activity and feature usage, to maintain and improve the service.
• Communications — messages you send us by email, WhatsApp, or our contact form.

How we use your data

We use your data to provide and improve Ledgent, including to extract and categorise financial documents, sync data with Xero or QuickBooks Online at your instruction, respond to support requests, send service and billing communications, and meet our legal and regulatory obligations.

Our legal basis

Under UK GDPR, we rely on: performance of a contract (to provide the service you've signed up for), legitimate interests (to maintain, secure, and improve Ledgent), and consent (for optional communications, which you can withdraw at any time).

Who we share data with

We share data only where necessary to provide the service, with:

• Xero and/or QuickBooks Online, when you choose to connect your account — see Integrations.
• Infrastructure and hosting providers who store and process data on our behalf, under contract.
• Email and communication providers used to send account and service messages.

We do not sell your data, and we do not share it with third parties for their own marketing purposes.

International transfers

Where any of our service providers process data outside the UK, we ensure appropriate safeguards are in place, such as the UK's International Data Transfer Agreement or adequacy regulations.

How long we keep your data

We keep account and financial document data for as long as your account is active, and for a reasonable period afterwards to meet legal, accounting, and audit obligations. You can request earlier deletion — see "Your rights" below.

Your rights

Under UK GDPR, you have the right to access, correct, delete, or export your data, to restrict or object to certain processing, and to withdraw consent at any time. To exercise any of these rights, email [SUPPORT EMAIL]. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been mishandled.

Cookies

Our website uses a small number of cookies to remember your theme preference and, where applicable, basic analytics. See our Cookie Policy for details.

Security

We use appropriate technical and organisational measures to protect your data, including encryption in transit, access controls, and regular review of our systems.

Changes to this policy

We may update this policy from time to time. Material changes will be notified by email or a notice on our website.

Contact us

For any questions about this policy or your data, email [SUPPORT EMAIL] or write to us at [REGISTERED ADDRESS].